MYOB EXO Employer Services Payroll Employee Maintenance

Transcription

1 MYOB EXO Employer Services Payroll Employee Maintenance Momentum Software Solutions Momentum provide Support for all MYOB EXO Business and Employer Services modules Suite 22, Ocean Central, 2 Ocean Street, Maroochydore,

2 Momentum Software Solutions Customer Support As a valued customer of Momentum, we provide support for all MYOB EXO Business and Employer Services modules. You can lodge a Support Request. Via - support@momentumss.com.au Via our website:- Or contact our Help Desk: There is easy access to information on hardware, network and operating system requirements for efficient operation of MYOB EXO Business software. You can download minimum hardware and network requirements from our website at:-

3 This training manual has been developed by the MYOB Enterprise Division - Professional Services Team for use in the delivery of training. This manual uses a simple step-by-step approach to give you the skills and knowledge necessary to set up and edit employees in EXO Payroll. This manual has been designed for the following MYOB product: EXO Payroll EXOPEMP Employee Maintenance EXO Payroll Course duration: 0.5 hrs

4 Employee Maintenance EXO Payroll MYOB Australia Pty Ltd ABN Website: myob.com.au Disclaimer MYOB has carefully prepared this material but excludes (to the extent allowed by legislation) any direct or indirect liability arising from errors or omissions or from its use. Any case studies (including the application of particular accounting standards or legislation) are representative examples only, and will not directly apply to the user's own circumstances. They are not a substitute for professional advice. Users must check that third party materials, for example from the IRD and the ATO, are current at the time they are used. Trademarks MYOB, MYOB Accountants Office, MYOB AccountEdge, MYOB AccountEdge Network Edition, MYOB AccountRight, MYOB AccountRight Standard, MYOB AccountRight Plus, MYOB AccountRight Premier, MYOB AccountRight Enterprise, MYOB Accounting, MYOB Accounting Plus, MYOB BusinessBasics, MYOB CashBasics, MYOB ClientConnect, MYOB FirstEdge, MYOB M-Powered, MYOB M-Powered Services, MYOB M-Powered Bank Statements, MYOB M-Powered Invoices, MYOB M-Powered MoneyController, MYOB M-Powered Payments, MYOB ODBC DeveloperPack, MYOB ODBC Direct, MYOB PowerPay, MYOB Premier, MYOB Premier Enterprise, RetailManager, Accountants Office, AccountEdge, Accounting Plus, BusinessBasics, ClientConnect, FirstEdge, M-Powered, M-Powered Superannuation, ODBC DeveloperPack, ODBC Direct, PowerPay and Premier are registered trademarks or trademarks of MYOB Technology Pty Ltd and their use is prohibited without prior consent. Ceedata, Solution 6 MAS and Xlon are registered trademarks or trademarks of Solution 6 Holdings Limited, a member of the MYOB group. Adobe, Acrobat, Acrobat Reader, Adobe Reader, PDF, and PostScript are trademarks or registered trademarks of Adobe Systems Incorporated. AddressBook, Apple, ical, Macintosh, and QuickTime and the QuickTime logo are registered trademarks of Apple Inc. Mac and the Mac logo are trademarks of Apple Inc., used under licence. MobileMe SM is a service mark of Apple Inc. Microsoft, Access, Excel, Internet Explorer,.Net Framework, Office, Outlook, Smart Tags, Windows and Word are registered trademarks or trademarks of Microsoft Corporation in the United States or other countries. Quicken and QuickBooks are registered trademarks of Intuit Inc. 4D Tools is a registered trademark of 4D S.A. BPAY is a registered trademark of BPAY Pty Ltd, ABN CaseWare is a registered trademark of CaseWare International Inc. FlexNet Connect is a registered trademark of Flexera Software Inc. Google Maps card links included with permission. HandiLedger is a registered trademark of HandiSoft Software Pty Ltd. POSTbillpay is a registered trademark of the Australian Postal Corporation. SM2DGraphView Copyright Snowmint Creative Solutions LLC snowmintcs.com/. Sentry Spelling Checker Engine for Windows, copyright Wintertree Software Inc. Brio Intelligence and Hyperion Intelligence are trademarks or registered trademarks of Hyperion Solutions Corporation. Crystal Reports is a registered trademark of Crystal Decisions, Inc. in the United States or other countries. MasterCard is a registered trademark of MasterCard International Inc. VISA is a registered trademark of Visa International Service Association. RightNow CX is a registered trademark of RightNow Technologies Inc Other products mentioned may be service marks, trademarks or registered trademarks of their respective owners. MYOB Technology Pty Ltd All rights reserved. This material is intended only for MYOB Enterprise Solutions Business Partners and their customers. No part of this publication may be copied, reproduced, utilised, transmitted, or distributed in any form by any means including photocopying, recording, mechanical, electronic or otherwise by any other party without the prior written authorisation of MYOB Technology Pty Ltd. Edition: ii

5 Participants This course is aimed at: Users of EXO Payroll. Prerequisites Basic PC experience is required. Understanding of payroll processes and procedures. Instructional method The instructional method uses examples of system configuration.the instructional method makes use of trainer-led exercises. Each unit concludes with a Review Task. Conventions used in this manual Objects such as buttons or icons that you must click or select are shown in bold. Information to be entered (typed in) or selected is shown in bold and italics. Keyboard keys are shown as,, etc. Screenshots in this manual are for illustration purposes only and may differ from those in the actual product due to configuration settings. iii

6 Employee Maintenance EXO Payroll Symbols used in this manuals Symbol Name This symbol tells you... Practice task Review task to complete a task to practice the skills you have just learnt, or as a review task at the end of the unit to consolidate what you have learnt. Written Review task to complete written questions to review the content covered in the unit. Optional Challenge to complete this task if you have finished early and are looking for an extra challenge. Tip about helpful tips Note to take note of an important message. Warning about potential problems to be aware of. Important to pay attention to an important notice. New where features are new for EXO Payroll. Reference where to go to find more information. Skills Checklist to tick off a list of skills that you have learnt during the unit. iv

7 Objectives Upon completion of this course you will be able to: Set up Employees Before you begin: This training manual has been designed for use with the Demonstration Company and assumes that you do not have any other MYOB Employer Services products, e.g EXO Time and Attendance. 1 From the Login screen, double-click on the Demonstration Company. 2 From the Utilities menu, click on Setup Exo Payroll. 3 From the list of setup areas, click on Other Setup. 4 Click on the Wages section. 5 Ensure that the options Do not copy wages for Time and Attendance employees and Do not copy wages for Rapid employees are not selected. 6 Click on the Save button or press F10. v

8 Employee Maintenance EXO Payroll Function Keys F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F11 F12 Page Up/Page Down Alpha/Numeric Keystrok Spacebar Home End Tab Shift+Tab Ctrl+H Ctrl+D Ctrl+L Help Maintenance Menu Change Sort Add Edit Delete Previous Next Find/Print Save About Screen Employee Notes Switch between pages Activates incremental search of picklists Opens dropdown lists Skips to start of field Skips to end of field Skips to next field Skips to previous field Activates the hide screen, which can only be unlocked using the password you logged in with. Activates the Diary. This is a form of daily planner, providing you with a place to enter comments on any given day for payroll company-related tasks, appointments and reminders. Activates the Calculator. vi

9 Contents 1 Employee Maintenance...1 Overview... 2 Employee Details... 4 Leave Entitlements... 8 Other User Defined Notes Standard Pay Appendices...37 Appendix 1: Migrating employee data vii

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11 Employee Maintenance In this unit, you will learn how to set up new employees, edit an existing employee s records, set up leave entitlements and set up a standard pay. By the end of this unit, you will be able to: Set up a new employee Edit an existing employee record Set up Leave entitlements Set up a Standard Pay 1

12 Employee Maintenance EXO Payroll Overview This section details the steps and areas that need to be completed when setting up a new employee. The Employee Maintenance is divided into the following 6 sections: Employee Details This section contains the employee s personal details and tax classification. Leave Entitlements This section contains the employee s entitlements to Annual Leave, Personal Leave and Long Service Leave. Other This section contains the employee s address, Rostered Days Off entitlements (if applicable) and other options relating to how this employee s payroll information is entered. User Defined This section contains a number of user definable fields to store additional employee information. Notes This section contains all the employee s payment history notes. Standard Pay This section contains the employee s pay template of what they are normally paid per pay period. To Add a new Employee 1 From the File menu, select New Employee. Add Employee 2

13 Unit 1 Employee Maintenance 2 The Enter New Employee Code field will automatically display the highest available employee number. Override this number if you want to assign a different number to the employee. 3 Click on the Add Employee button to add the employee to the system. NOTE When adding a new employee, you do not have to save after completing each section. You can save once you have completed the employee s setup. To Edit an existing Employee 1 From the File menu, select Open Employee. Find Employee 2 In the Enter Employee Code or Alpha Code field, enter either the employee code or their alpha code. TIP You can also find the employee by clicking on the Find button or pressing F9. You can also change the order from Code to Alpha Code by clicking on the Change Sort Order button, using F3 or by clicking on the column headings. 3 Press, click on the Find button or press F9 to load the employee s details. 3

14 Employee Maintenance EXO Payroll Employee Details To enter an employee s personal details: Click on the Employee Details tab if this screen is not active. Enter the follobwing Details: Employee Maintenance - Employee Details Field Surname, First Names Alpha Code Start Date Cost Centre Department Description Enter the employee s Name in these fields. This code is used as the employee s Alpha Sort and is typically the first 8 characters of their surname. Note: The Alpha Code must be unique. Enter the employee s date of employment. Enter the employee s Default Cost Centre. Click on the button to get a list of your Costs Centres. Enter the employee s Department. Click on the button to get a list of your Departments. 4

15 Unit 1 Employee Maintenance Pay Frequency Address Details Telephone Mobile Occupation Apprentice TFN ABN Tax Classification Earnings are Not Liable for Payroll Tax WorkCover Male/Female Salary/Wage Standard Hours per pay From the dropdown list, select the employee s pay frequency. Note: If the employee is a Casual, no frequency is required. Enter the employee s address details. Note: Only complete the Country field if the employee resides outside Australia. Enter a contact number for the employee. Enter a mobile number for the employee. Enter the employee s occupation or job title. Select this option if the employee is an Apprenctice. Click on the Apprentice button to enter the details of their apprenticeship. If this record is for an Employee, enter the employee s Tax File Number. If this record is for a Contractor, enter the contactors Australian Business Number Select the appropriate Tax Classification from the available options. Select this option if this employee s earnings are not liable for payroll tax paid by the company. To use the default WorkCover rate to calculate your WorkCover payments, select the option Use WorkCover rate. Select the employee s Gender. Specify if the employee is Waged (paid an hourly rate) or Salaried (paid a fixed dollar amount). For a Salaried employee, also select the option Allow Overtime if the employee is paid for overtime hours. Enter the employee s standard hours per pay period. Tip: Use the Full-Time equivalent for part-time employees. Note: This field must be completed for all employees entitled to leave. Note: If the employee is entitled to Rostered Days Off, this field must reflect the number of hours worked not paid. 5

16 Employee Maintenance EXO Payroll Standard Hours per day Full-Time/Part- Time/Contractor Trade Labour Content Permanent/Casual/Temporary Birth Date Due Back Date Annual Review Enter the employee s standard hours per day. Note: If the employee accrues RDO s on RDO s, enter the standard hours the employee works per day. The employee will be paid these hours when taking an RDO with the RDO accrual being deducted from these hours, e.g. if the employee normally works 8.00 hours, 0.05 will be deducted and the employee is paid 7.60 hours for the day. If the employee does not accrue RDO s on RDO s, enter the standard hours the employee is paid per day. The employee will be paid these hours when taking an RDO with no RDO accrual deducted from these hours, e.g. if the employee is normally paid 7.60 hours, no RDO accrual will be deducted and the employee is paid 7.60 hours for the day. Select the employee s Hours of employment. If this record is for a Contractor, enter the percentage at which the their payroll tax is calculated. Select the employee s Term of employment. Enter the employee s date of birth. Leave this field blank. Enter the date of this employee s next annual review. This is an optional field. Full-Time These employees are employees on a permanent basis and are commonly entitled to leave provisions and notice of termination. Part-Time Employees working less than 38 hours per week are classed as part-time employees, yet still have regular, set hours of work. Part-time employees generally receive a pro-rata equivalent of the benefits and entitlements a full-time employees receives. Casual Casual employees do not work set hours and are called upon to work ad-hoc hours. Casuals typically do not have guarantee of work beyond their current hiring. After you have entered all the employee s personal details, click on the Save button or press F10 to ensure the employee is added. 6

17 Unit 1 Employee Maintenance Edit the employee to complete the remaining areas. (Refer to To Edit an existing Employee on page 3) 7

18 Employee Maintenance EXO Payroll Leave Entitlements Click on the Leave Entitlements tab if this screen is not active. TIP Employee Maintenance - Leave Entitlements To view a breakdown of the employee s leave balances, click on the Edit button under the Other Details section for the respective leave type. Annual Leave To set up an employee s Annual Leave entitlements 1 In the Group field, assign the appropriate Annual Leave Group. 8

19 Unit 1 Employee Maintenance 2 The following screen will appear: 3 Select the option From the employee s start date. 4 Click on the Ok button. Employee Details - Leave Entitlements - Assign Annual Leave Group 5 The Entitlement Units field shows how much leave the employee will accrue each year, based on the rules you ve specified in the Annual Leave Group. 6 The Balance field shows the employee s total entitlement to Annual Leave. 7 The Cost Centre field records the Cost Centre to which the employee s Annual Leave Paid will be costed. To enter balances for Annual Leave 1 Click on the Edit button under Other Details to alter the employee s Balance for Annual Leave. Employee Maintenance - Leave Entitlements - Annual Leave Balances 2 In the Carry Over field, enter the hours of Annual Leave carried over from your previous system. 3 Click on the Save button or press F10. 9

20 Employee Maintenance EXO Payroll Personal Leave To enter an employee s Personal Leave entitlements 1 In the Group field, assign the appropriate Personal Leave Group. 2 The following screen will appear: Employee Maintenance - Leave Entitlements - Assign Personal Leave Group 3 Select the option From the employee s start date. 4 Click on the Ok button. 5 The Entitlement Units field shows how much leave the employee will accrue each year, based on the rules you ve specified in the Personal Leave Group. 6 The Balance field shows the employee s total entitlement to Personal Leave. 7 The Cost Centre field records the Cost Centre to which the employee s Personal Leave will be costed. To enter balances for Personal Leave 1 Click on the Edit button under Other Details to alter the employee s Balance for Personal Leave. Employee Maintenance - Leave Entitlements - Personal Leave Balances 2 In the Carry Over field, enter the hours of Personal Leave carried over from your previous system. 10

21 Unit 1 Employee Maintenance 3 Click on the Save button or press F10. Long Service Leave To enter an employee s Long Service Leave entitlements 1 In the Group field, assign the appropriate Long Service Leave Group. 2 The following screen will appear: Employee Maintenance - Leave Entitlements - Assign Long Service Leave Group 3 Select the option From the employee s start date. 4 Click on the Ok button. 5 The Entitlement Units field shows how much leave the employee will accrue each year, based on the rules you ve specified in the Long Service Leave Group. 6 The Balance field shows the employee s total entitlement to Long Service Leave. 7 The Cost Centre field records the Cost Centre to which the employee s Long Service Leave Paid will be costed. To enter balances for Long Service Leave 1 Click on the Edit button under Other Details to alter the employee s Balance for Long Service Leave. Employee Maintenance - Leave Entitlements - Long Service Leave Balances 11

22 Employee Maintenance EXO Payroll 2 If the employee has outstanding Long Service Leave accrued prior to 16 August 1978, enter the hours in the Hours Prior to 16/08/1978 field. 3 If the employee has outstanding Long Service Leave accrued between 16 August 1978 and 17 August 1993, enter the hours in the Hours between 16/08/1978 and 17/08/1993 field. 4 If the employee has outstanding Long Service Leave accrued after 17 August 1993, enter the hours in the Hours after 17/08/1993 field. 5 Click on the Save button or press F10. To load Long Service Leave Accrual (Year To Date) The Year-To-Date value for Long Service Leave is loaded via a special utility. This utility (LoadLSL) is located on your Employer Services CD. Once this utility is installed, it can be accessed from the Special menu in EXO Payroll. 1 From the Special menu, select Special Applications. 2 Select Load YTD LSL and click on Save or press F10. Load Long Service Leave Year-To-Date accrual 3 In the Year to Date field, enter the year-to-date accrual for each employee. 4 Click on the Exit button. 5 Click on the Exit button or press Esc. 12

23 Unit 1 Employee Maintenance Other options If the Annual Leave Group assigned to the employee includes a Leave Loading rate, the option Entitled to Leave Loading at x.xx% will automatically be selected, with the Leave Loading rate from the Annual Leave Group shown. IMPORTANT If the option Entitled to Leave Loading is selected, an Annual Leave Group with a Leave Loading Rate must be assigned to the employee. The Days of sick leave without a medical certificate field shows the number of days Sick Leave the employee has had in their current entitlement year without providing a medical certificate. 13

24 Employee Maintenance EXO Payroll Other Click on the Other tab if this screen is not active. Employee Maintenance - Other You can record addresses for your employees. If you are going to payslips to your employees, you must complete the following fields: 1 In the address field, enter the address where the employee s payslip should be sent. 2 In the Password field, enter the password with which their payslip will be encrypted. TIP If you have purchased EXO MyStaffInfo, the employee s address and password will be their login for the MyStaffInfo website. 14

25 Unit 1 Employee Maintenance Rostered Days Off To set up an employee s Rostered Days Off: 1 Click on the option Track RDO s for this employee. 2 Enter the following Details: Field Accrue x hours for each hour worked Cap accrual to x hours per pay Value hours at x pay rate Available hours Description Enter the rate at which the employee accrues RDO s. Enter the maximum number of hours the employee accrues RDO s on per pay period. From the dropdown list select: An average to value RDO s at an average rate, or Rate X to value the RDO s at a specified hourly rate. This value will be used for both the accrual and payment of RDO s. This field displays the employee s RDO s balance. To enter balances for Rostered Days Off 1 In the Available hours field, enter the employee s balance up to the last pay. Time in Lieu This field is used for recording time in lieu the employee has accrued. To enter balances for Lieu Time 1 Click on the Other tab. 2 In the Time in Lieu Hours field, enter the employee s balance up to the last pay. Pay rounding carried foward If you have set up the system to apply rounding to an employee s pays, each time an employee s net pay is rounded, the system will accumulate the rounded-off cents in this field. Once the minimum payout value is reached, this accumulated value will be autmatically be paid to the employee in their next pay. 15

26 Employee Maintenance EXO Payroll Rapid Employee If you are using Rapid Load Pay and will enter this employee s pay using Rapid Load Pay, select this option. Time and Attendance Employee If you have EXO Time and Attendance and will record the employee s time and attendance information using EXO Time and Attendance, select this option. 16

27 Unit 1 Employee Maintenance User Defined Click on the User Defined tab, if it is not currently active. Employee Maintenance - User Defined User Defined Fields This area contains user definable fields that can be used to record additional information on your employees. To rename a User Defined Field 1 Double-click on the User Defined caption of the field you want to use. Employee Maintenance - User Defined - Renaming Using Defined Field 2 Enter a title for this field. 3 Press Enter. To reset the User Defined Field 1 Double-click on the title of the field. 17

28 Employee Maintenance EXO Payroll 2 Delete the title. 3 Press Enter. 4 The following user definable fields are available: Field Description 2 x Check boxes Used for yes/no options. 2 x Dates Used to record a date. 3 x Text Fields Used to enter short text descriptions. 1 x Number Field Used to enter a value. 1 x Comment Field Used to enter comments. 18

29 Unit 1 Employee Maintenance Notes Click on the Notes tab if this screen is not active. This screen shows all the notes that have been entered against an employee. Every time an employee is paid leave, their leave entitlements are changed or their Hourly Rate/Salary is altered, the system automatically generates a note, which is stored in this area. To Edit an exiting Note: Employee Maintenance - Notes 1 Double-click on the note you want to edit. 19

30 Employee Maintenance EXO Payroll To Add a new Note: 1 Click on the Add button or press F4. 2 Enter the following details: Employee Maintenance - Notes - Adding a Note Field Date Entered By Note Type Reminder Date Recipients Description This is the date on which the note is added. This field default to the User Code of the user adding this note. From the dropdown list, select the type of note you are adding. If you want the system to remind you of this note, enter the date on which you want to be reminded. Click on the button to select the Users that should be reminded. 3 In the space provided, enter your note. 4 Click on the Save button or press F10 to save the note. 20

31 Unit 1 Employee Maintenance Standard Pay Click on the Standard Pay tab if this screen is not active. This area stores the employee s pay template; what they are normally paid each pay period. IMPORTANT Employee Maintenance - Standard Pay If changes are made to the employee s Standard Pay after a Current or One-Off Pay is created, the pay will not automatically be updated with the changes. 21

32 Employee Maintenance EXO Payroll Hourly Rate To enter an Hourly Rate 1 Click on the Hourly Rates button. 2 Enter the employees Hourly Rate. If you have the option for Multiple Wage Hourly Rates turned on, you will be able to enter up to 9 Hourly Rates for each employee. NOTE Standard Pay - Hoursly Rates You can change the description(s) of the Hourly Rate(s) from the Hourly Rates. Refer to your EXO Payroll user guide for more information. 3 Click on the Save button or press F10. 22

33 Unit 1 Employee Maintenance Wages To add Standard Pay Wages 1 Click on the Wages button. 2 In the line corresponding with Ordinary, enter the standard hours the employee is paid in each pay period. NOTE Standard Pay - Wages If there are no lines in the employee s Wages screen, click on the Add button or press F4 to add a new line. 23

34 Employee Maintenance EXO Payroll 3 Alternatively, you can click on the corresponding line and click on Edit or press F5. 4 From the Wage Rate Type field, select Ordinary. 5 The Hourly Rate field shows the rate at which hours against this pay rate multiplier will be paid. 6 If the employee has multiple hourly rates, enter the appropriate Hourly Rate Code in the Hourly Rate Code field. 7 In the Number Hours field, enter the standard number of hours the employee is paid in a pay period. IMPORTANT Standard Pay - Edit Wages If the employee is entitled to Rostered Days Off, the value entered into the Number Hours field reflect the number of hours worked not paid. 8 If you want to cost the hours to a specific Cost Centre, enter the appropirate Cost Centre Code in Cost Centre field. 9 In the Alternative Type Desciption field you can enter an alternative description for this pay rate multiplier. 10 Click on the Save button or press F10 to save from this screen. 11 Click on the Save button or press F10 to save the employee s Standard Pay Wages. 24

35 Unit 1 Employee Maintenance Allowances To add Standard Pay Allowances 1 Click on the Allowances button. 2 Click on the Add button or press F4. Standard Pay - Allowances Standard Pay - Allowances - Add Allowance 25

36 Employee Maintenance EXO Payroll 3 Enter the following information: Field Code Allowance Name Units Rate Amount Rate Type Periods to Tax Over Wage Rate Code Cost Centre Description Enter the code for the Allowance you want to add. Note: You can click on the Find button or press F9 to get a list of your Allowances. This field displays the name of the Allowance. Note: If you have selected the option Can Modify Name in the Allowance Setup, you can change the name here. Enter the number of Units to pay against this Allowance. Enter the rate at which the Units should be paid. Enter the Amount of this Allowance. Enter the Pay Rate Multiplier used for this Allowance. If the Allowance Type is set to Bonus, enter the number of periods the Bonus should be taxed over. Note: You would normally only enter a value in this field when you pay this Allowance to the employee in the Current Pay. Enter the Wage Rate Code of the Hourly Rate at which this Allowance should be paid. Enter the Cost Centre to which this Allowance should be costed. NOTE The availability of these fields are determined by the setup of the Allowance. 4 Click on the Save button or press F10. 5 Click on the Save button or press F10 to save the employee s Standard Pay Allowances. 26

37 Unit 1 Employee Maintenance Salary To add a Standard Pay Salary 1 Click on the Salary button. 2 Enter the employee s Annual Salary. The system will automatically calculate the Salary per pay period and the Hourly Rate. NOTE Standard Pay - Salary Once the salary per pay period is calculated, the system may adjust the Annual Salary to reflect the actual annual value paid to the employee. 3 Click on the Save button or press F10 to save the employee s Standard Pay Salary. 27

38 Employee Maintenance EXO Payroll Deductions To add Standard Pay Deductions 1 Click on the Deductions button. 2 Click on the Add button or press F4. Standard Pay - Deductions Standard Pay - Deductions - Add Deduction 28

39 Unit 1 Employee Maintenance 3 Enter the following information: Field Deduction Code Rate Amount Reducing Balance Protected Earnings Amount Cost Centre BSB Number, Account Reference Description Enter the code of the Deduction you want to add. Note: You can also click on the Find button or press F9 to get a list of your Deductions. Enter the Rate at which this Deduction is made. Enter the Amount of this Deduction. If the Deduction Type is set to Reducing Balance, enter the remaining balance of this Deduction. If the Deduction Type is set to Child Support, this field will show the protected earnings. This field will default to the employee s Default Cost Centre. To have the deduction costed to a specific Cost Centre, enter the appropriate code in this field. Enter the bank account details for this Deduction. Enter the Reference for the bank account. NOTE The availability of these fields are determined by the setup of the Deduction. 4 Click on the Save button or press F10. 5 Click on the Save button or press F10 to save the employee s Standard Pay Deductions. 29

40 Employee Maintenance EXO Payroll Superannuation To add Standard Pay Superannuation Contributions 1 Click on the Superannuation button. 2 Click on the Add button or press F4. Standard Pay - Superannuations 3 A list of your Superannuation Calculations will appear. Double-click on the Contribution you want to add. Standard Pay - Superannuations - Add Superannuation Contribution 30

41 Unit 1 Employee Maintenance 4 In the Percentage Rate field, enter the rate at which the superannuation should be calculated. 5 In the Amount field, enter the amount of the superannuation contribution. 6 In the Fund Number field, enter the employee s superannuation fund membership number. 7 In the Cost Centre field, enter the Costs Centre this Superannuation Contribution should be costed to. 8 Click on the Save button or press F10. NOTE The availability of these fields are determined by the setup of the Superannuation Contribution. 9 Click on the Exit button or press Esc to return to the employee s Standard Pay. How Paid To set up Standard Pay Payment Methods 1 Click on the How Paid button. Standard Pay - How Paid To set up Standard Pay Direct Credit information 1 Click on the Yes option for Direct Credit. 31

42 Employee Maintenance EXO Payroll 2 Click on the Add/Edit Direct Credits button. 3 Click on the Add button or press F4. Standard Pay - How Paid - Direct Credits 4 Enter the following information: Standard Pay - How Paid - Direct Credits Setup Field BSB Number, Account Reference Priority Description Enter the employee s bank account. Enter the reference that should appear on the employee s bank statement. Set the priority order for this bank transfer. 32

43 Unit 1 Employee Maintenance Fixed Dollar Amount, Pay Balance of Pay, Allow Part Payment Required Amount Select the type of transfer for this account. Use Fixed Dollar Amount for a set amount that has to be transfered every pay. Use Allow Part Payment for transfers if there is sufficient funds. Use Pay Balance of Pay for any remaining money to be transfered. Note: At leasts one of the bank acocunts must be set to Pay Balance of Pay. Enter the amount to be transfered to bank accounts set to Fixed Dollar Amount or Allow Part Payment. 5 Click on the Save button or press F10. 6 Click on the Save button or press F10 to return to the employee s How Paid. To set up Standard Pay Cash Payment information 1 Click on the Yes option to pay a fixed amount in cash. 2 Enter the amount in the Cash Amount field. 3 Click on the Balance option to pay the balance of the employee s pay in Cash. To set up Standard Pay Cheque Payment information 1 Click on the Yes option to pay a fixed amount by cheque. 2 Enter the amount in the Cheque Amount field. 3 Click on the Balance option to pay the balance of the employee s pay by cheque. NOTE NOTE If you make any payments by Cash, the Cash Analysis area will show you the breakdown of denominations required to pay the employee. If you are applying any rounding to the employee s Net Pay, the Rounding field will show the value that is rounded from the employee s Net Pay. 33

44 Employee Maintenance EXO Payroll Hours Paid To set up Standard Pay Hours Paid for a Salaried Employee 1 Click on the Hours Paid button. 2 In the The total number of hours paid field, enter the employee s standard number of hours paid. IMPORTANT Standard Pay - Hours Paid The value you enter in this field must be equal to the number of hours entered in the Hours per Pay Period field in the Employee Details screen. 3 Click on the Save button or press F10 to save the employee s Standard Pay Hours Paid. Click on the Save button or press F10 to save the employee s Standard Pay Payment Setup. 34

45 Unit 1 Employee Maintenance Default Payslip Note To add a Standard Pay Default Payslip Note 1 Click on the Default Payslip Note button. 2 In the space provided enter the default note to appear on the employee s payslip. NOTE Standard Pay - Payslip Note This default note can be changed when processing a pay. Any changes to this note will only be applicable to that pay. 3 Click on the Save button or press F10 to save the employee s Default Payslip Note. 35

46 Employee Maintenance EXO Payroll Skills checklist Tick the skills that you have learned in this unit. Skills Add a new employee Set up Leave Entitlements Set up Rostered Days Off Entitlements Record employee s address Add an employee note Set up the employee s Standard Pay information 36

47 Appendices This unit contains a number of appendices for further study: Appendix 1: Migrating employee data from MYOB AccoungRight Premier/MYOB PowerPay 37

48 Employee Maintenance EXO Payroll Appendix 1: Migrating employee data If your previous payroll system was MYOB AccountRight or MYOB PowerPay, you can migrate your employees basic information to EXO Payroll using the Migration Wizard available in EXO Payroll. In order to be migrated using the Migration Wizard, data must be exported from the source payroll system in comma-separated format. To export data from MYOB AccountRight 1 Select Export Data > Cards > Employees from the File menu. This opens the Export File window. 2 Select Comma-separated for the Export File Format. 3 Select Header Record for the First Record. 4 Use the fields on the bottom half of the window to specify which employees you want to export. 38

49 Unit 2 Appendices 5 Click Continue. 6 On the Export Data window, click Match All. 7 Click Export. 8 Enter a name for the export file. 9 Click Save. To export data from MYOB PowerPay: 1 Select Export Data... from the File menu. This opens the Export Parameters window. 2 Select Employees for the Type of Export. 3 Select Tab Delimited for the Export File Format. 4 Select Header Record for the First Record. 5 Use the fields on the bottom half of the window to specify which employees you want to export. 39

50 Employee Maintenance EXO Payroll 6 Click Continue. 7 On the Export Employees window, click Match All. 8 Click Continue. 9 Enter a name for the export file. 10 Click Save. 11 Open the file in Microsoft Excel. 12 Save the file in Comma Separated Values (CSV) format. To migrate the exported information to EXO Payroll 1 From the Help menu, select Migration Tool. The following window is displayed: 2 Click Next on the Welcome screen. Migration Wizard 40

51 Unit 2 Appendices 3 Click Browse to specify the location of the CSV file exported from PowerPay/Premier. 4 Click Next. 5 If you are migrating data from MYOB PowerPay, you must map the PowerPay Pay Frequencies in the export file to PayrollEnterprise Pay Frequencies. For each frequency Code listed, select a Pay Frequency (Weekly, Fortnightly, Bi-monthly, 4 weekly or Monthly). 6 Click Next once all Pay Frequencies have been mapped. 7 At this point you must back up your company file before proceeding. 8 Once the backup is completed, the Migration Tool will check that it can read the CSV file successfully. 9 Once the file has passed all the checks, click Next to continue. 10 Select the option I accept full responsibility Click Migrate to begin the migration operation. 12 The progress of the migration is displayed. 13 Once the migration is complete, the results of the migration are displayed. Click Print to print a copy of the migration log. NOTE If any fatal errors were encountered, exit the Migration Tool and correct the problems that caused them. 14 Click Next to continue. 15 Click Finish. Your employees basic information will now migrated to EXO Payroll. You can now complete the setup of additional information, e.g. Standard Pay information. 41

52 Employee Maintenance EXO Payroll 42